The Wikimedia Foundation is looking for an Administrative Associate to join our team on a part-time contractual basis, reporting to the Chief Talent & Culture Officer. This will be a part-time year-long contract role at 20 hours a week. As the Administrative Associate, you will manage the schedules of identified leaders in the Talent & Culture (T&C) department and work with other administrative staff members across the organization to prioritize scheduling and meetings. You will handle calendaring requests across many time zones, and administrative requests, such as: reconciling credit cards, and contract processing.

You are responsible for:

  • Support hiring managers with orientation/onboarding/offboarding as needed.
  • Calendering, scheduling, meeting management for cross-departmental meetings across time zones.
  • Expense report & reimbursement management for department C-Level
  • Coordinate and provide guidance regarding business operations, swag, event inquiries
  • Enter, support, and track business arrangements on behalf of budget owners
  • Oversee usage of department credit cards and complete monthly credit reconciliations for the department and C-level credit cards.
  • Provide support for convenings both in-person and virtual. Partner with the Travel & Convening team on an as-needed basis.
  • Support note-taking, and publication on the wiki for T&C as assigned
  • Documentation on an as needed basis for department officewikis
  • Prepare presentation decks, spreadsheets, documents, meeting agendas
  • Provide cross-departmental backup coverage for other administrative professionals when they are out
  • Staff enrichment coordination (celebrations, sympathy baskets, etc)
  • Ad-hoc tasks as assigned

Skills and Experience:

  • Experience coordinating senior level schedules across time zones in a global work environment
  • Experience actively engaging with productive logistical support
  • Ability to communicate and determine a path forward when time constraints are in play
  • Superior expertise with Google calendar and intermediate level with GSuite software

Qualities that are important to us:

  • Open, flexible, and succinct communication style
  • Creativity, resourcefulness and accuracy in problem solving
  • Ability to thrive in an administrative and logistically rich environment

Additionally, we’d love it if you have:

  • Wiki editing experience
  • Ability to travel

About the Wikimedia Foundation

The Wikimedia Foundation is the nonprofit organization that operates Wikipedia and the other Wikimedia free knowledge projects. Our vision is a world in which every single human can freely share in the sum of all knowledge. We believe that everyone has the potential to contribute something to our shared knowledge and that everyone should be able to access that knowledge freely. We host Wikipedia and the Wikimedia projects, build software experiences for reading, contributing, and sharing Wikimedia content, support the volunteer communities and partners who make Wikimedia possible, and advocate for policies that enable Wikimedia and free knowledge to thrive.

The Wikimedia Foundation is a charitable, not-for-profit organization that relies on donations. We receive donations from millions of individuals around the world, with an average donation of about $15. We also receive donations through institutional grants and gifts. The Wikimedia Foundation is a United States 501(c)(3) tax-exempt organization with offices in San Francisco, California, USA.

As an equal opportunity employer, the Wikimedia Foundation values having a diverse workforce and continuously strives to maintain an inclusive and equitable workplace. We encourage people with a diverse range of backgrounds to apply. We do not discriminate against any person based upon their race, traits historically associated with race, religion, color, national origin, sex, pregnancy or related medical conditions, parental status, sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, genetic information, or any other legally protected characteristics.

If you are a qualified applicant requiring assistance or accommodation to complete any step of the application process due to a disability, you may contact us at recruiting@wikimedia.org or (415) 839-6885.

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